Executive Assistant & Projects Orchestrator

Real Hires LLC; South Africa; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Real Hires LLC in South Africa is seeking an Executive Assistant to support the owner and Senior Project Manager in daily operations. You will organize communications, keep tasks on track, and ensure important information is captured for the team to work efficiently.

The role requires initiative, problem solving, and strong organizational skills. You will help maintain calendars, coordinate with field crews and office staff, and leverage AI tools to streamline workflows and reporting.

Qualifications

• Several years of experience in operations, administration, project coordination, or a similar role.
• Strong organizational skills and the ability to manage several priorities at once.
• A proactive mindset. You spot problems, ask the right questions, and take action without waiting to be told.
• Excellent follow-through. You keep track of commitments and make sure people meet their deadlines.
• Confidence in following up with people and asking for clear answers and timelines.
• Strong attention to detail and the ability to spot missing information before it becomes a problem.
• Excellent written communication skills and good professional judgment.
• Comfort using AI tools and learning new software quickly.
• The ability to handle confidential information with care and discretion.
• Construction or contracting experience is a plus, but not required.

Responsibilities

• Manage communication: Organize the inbox, respond to emails, flag important messages, and follow up on pending items.
• Keep projects organized: Collect photos, videos, recordings, bids, and updates; use AI tools to turn information into clear records and next steps.
• Connect the team: Coordinate with field crews, office staff, clients, vendors, pricing, and finance to keep everyone informed.
• Track every detail: Monitor deadlines, commitments, and open tasks until they are completed.
• Support daily operations: Help the Senior Project Manager manage priorities, field requests, pricing, and project documents.
• Protect the owner's time: Organize the owner's calendar, filter incoming requests, and ensure important matters receive attention.
• Keep systems updated: Maintain accurate information in ClickUp, CompanyCam, and reporting tools.
• Prepare daily updates: Share clear reports on project progress, pending tasks, and issues that need attention.
• Use AI to work smarter: Find practical ways to use AI tools to organize information, improve workflows, and save time.

Skills

Organizational skills

Proactive mindset

Follow-through

Stakeholder coordination

Attention to detail

Written communication

Confidentiality

AI tools

Time management

Tools

ClickUp

CompanyCam

Reporting tools

Job description

Real Hires LLC in South Africa is seeking an Executive Assistant to support the owner and Senior Project Manager in daily operations. You will organize communications, keep tasks on track, and ensure important information is captured for the team to work efficiently.

The role requires initiative, problem solving, and strong organizational skills. You will help maintain calendars, coordinate with field crews and office staff, and leverage AI tools to streamline workflows and reporting.